Privacy Statement for Entrants

1st Keyworth Scout Group (1st Keyworth) are committed to protecting and respecting your privacy. For any personal data you provide for the purposes of your entry, 1st Keyworth is the Data Controller and is responsible for storing and otherwise processing that data in a fair, lawful, secure and transparent way.

What personal data we hold on you

You may give us information about you by filling in entry forms, either paper or online, or by corresponding with us by phone, e-mail or otherwise. The information you give us may include your name, date of birth, address, e-mail address, phone number, name of the EA affiliated Clubs with which you are registered and gender (Athletics Data). We may on occasion also ask for relevant health information, which is classed as special category personal data.

Photographs may be taken at the event and may be used by 1st Keyworth on its website and in event publicity and promotion. Wherever practicable, individual names will not be used.

Why we need your personal data

The reason we need your Athletics Data is to be able to administer your entry, and provide the services you are signing up to when you register for the race. Our lawful basis for processing your personal is that we have a contractual obligation to you as an entrant to provide the services you are registering for.

Reasons we need to process your data include:

For entry management

sharing personal data with facility providers, including but not limited to timing system operators and first aid providers, to enable provision of the services to entrants;

sharing personal data with county and national associations (including EA) for reporting purposes.

analysing anonymised data to monitor entrant trends;

sending an entrant survey to improve your experience as a race entrant;

processing of membership forms and payments;

sharing data with committee members to provide information about event activities; and

publishing of race and competition results.

Marketing and communications (where separate consent is provided)

sending information about promotions and offers from sponsors;

Any special category health data we hold on you is only processed for the purpose(s) of passing health data to first aid providers in the instance of you needing medical assistance and to allow the safe running of the event. We process this data on the lawful basis of consent. Therefore, we will also need your explicit consent to process this data, which we will ask for at the point of collecting it.

Social media

1st Keyworth has the following social media pages:

Facebook.

All entrants and other members of the public are free to join these pages. If you join one of the Social Media pages, please note that provider of the social media platform has their own privacy policies and that 1st Keyworth do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data on the event social media pages.

Who we share your personal data with

When enter the 1st Keyworth Turkey Trot, we will provide FR Systems Limited with your Athletics Data which they will use to record and publish race results. If you have any questions about the continuing privacy of your personal data when it is shared with FR Systems Limited, please contact info@frsystems.co.uk.

1st Keyworth also supplies a list of entrant names to Sporting Print, our merchandise partner, for the purpose of producing the event clothing.If you have any questions about the continuing privacy of your personal data when it is shared with Sporting Print please contact sportingprint@gmail.com.

Out of the Hat Limited are our IT service provider and as a result may process data controlled by 1st Keyworth. Details of Out of the Hat Limited’s privacy policy are available from www.ooth.co.uk/data-protection-and-privacy

1st Keyworth does not supply any personal data it holds for this purpose to any other third party.

How long we hold your personal data

With the exception of Event Results (Name, Club, Category and Time), any personal data we hold on you will be securely destroyed 2 years after the event.

Event Results are retained indefinitely. However, should you wish to remain anonymous then at such a request we will replace your personal information with “Unknown Runner”.
Note: Race results are published and freely available online from many sources. 1st Keyworth cannot manage data controlled such by third-parties.

Your data is not processed for any further purposes other than those detailed in this policy.

Your rights regarding your personal data

As a data subject you may have the right at any time to request access to, rectification or erasure of your personal data; to restrict or object to certain kinds of processing of your personal data, including direct marketing; to the portability of your personal data and to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office about the processing of your personal data.

As a data subject you are not obliged to share your personal data with 1st Keyworth. If you choose not to share your personal data with us we may not be able to register your entry.